Pharmacy Foundation Programme Administrator in Cardiff

Main area: Administration

Grade: Band 3

Contract: Permanent

Hours: Part time, Flexible working 30 hours per week (An agile working model to allow flexibility between home and office-based working.)

Job ref: 082-AC037-0826

Employer: Health Education and Improvement Wales

Employer type: NHS

Site: Ty Dysgu

Town: Cardiff

Salary: £26,813 - £27,890 per annum, pro rata

Salary period: Yearly

Closing: 18/08/2026 23:59

We are committed to promoting inclusion at HEIW and we welcome applications from everybody recognising the value that diversity brings to our workforce. To work in the UK, candidates who are not UK or Republic of Ireland (ROI) nationals require sponsorship via a Skilled Worker Visa, unless they have permission to work via another route. Please note that HEIW does not currently hold a licence to appoint skilled workers from overseas by sponsoring them to work in the UK. If successful, candidates from outside of the UK or ROI would be responsible for obtaining their own sponsorship or visa to enable them to work for HEIW.

Job overview: An exciting opportunity has arisen for an enthusiastic and well organised individual to join our Foundation Pharmacist Team as an Administrator. This permanent post will be working in a fast-paced environment as part of a friendly and supportive team who provide an efficient administrative service to the Head of Undergraduate and Foundation, Operational Lead and Foundation Regional Leads.

We are looking for a self-motivated individual with excellent communication, organisational and secretarial skills to support the administration functions including event and meeting organisation, producing agendas, papers and minutes and acting as the first point of contact for the Foundation Pharmacist programme.

Main duties of the job:

• Provide comprehensive administrative support within the Foundation Pharmacist team.
• First point of contact for the service requiring clear communication and liaison skills (via e-mail and telephone).
• Co-ordination and implementation of office procedures.
• Manage incoming and outgoing post for the Foundation team, ensuring that it is prioritised, actioned and dealt with efficiently and promptly.
• Responsible for managing and prioritising own workload and using initiative.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Working for our organisation: Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government. HEIW’s is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:

• Respect for All in every contact we have with others.
• Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving.
• Together as a Team: Working with colleagues across NHS Wales and with partner organisations.

HEIW received the HPMA Award for Employee Engagement in 2019.

What you can expect:

• A corporate induction and 90 day Welcome itinerary.
• A meaningful values based performance appraisal process.
• The opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.

Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as “One HEIW Team”. Do you want to join that team?

Person specification:

Qualifications and Knowledge:

• NVQ Level 3 in Business Admin or qualification or experience.
• Knowledge of secretarial or administrative procedures and systems.
• Knowledge of quality management processes.
• Knowledge of Pharmacy.

Experience:

• Experience of working in an administrative role.
• Demonstrable experience of establishing administrative systems and procedures making improvements where necessary.
• Experience of working to strict deadlines.
• Experience of handling confidential and sensitive information.
• Knowledge of data protection requirements.
• Experience of working in a quality monitored environment and understanding of quality management systems.
• Experience of working in the NHS.
• Experience of managing quality-related key performance indicators.

Skills and Attributes:

• Able to communicate specialist information effectively and professionally, both verbally and written (via telephone and e-mail), to a range of customers with varying levels of understanding.
• Ability to advise key stakeholders.
• Ability to explore customers’ needs and adapt the service accordingly to ensure quality is maintained at all times.
• Ability to solve problems creatively; identify and propose practical solutions.
• Ability to analyse processes and procedures and advise on improvements.
• Ability to work unsupervised, to deadlines, planning and setting priorities for own work.
• Ability to maintain strictest confidentiality at all times.
• Proven ability to work effectively in a team.

Other:

• Ability to travel across different sites if required.
• Welsh Speaker (Level 1) or willingness to work towards.

It is essential that your application demonstrates how you meet the job description / person specification for this post.